3. Miracle Kids TriathlonCITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Charhassen, bin '55317
Administration
Phone 9522271100
Fax 952227.1110
Building Inspections
Phone: 952227 1180
Fax 952 227' !190
Engineering
Phone: 952 2271160
Fax 952 227.1170
Finance
PCane: 952 227 1140
Fax~ 952227 1110
Park & Recreation
Phcne 952 2271120
Fax: 9522271110
Recreation Cenler
2310 Coulter Boulevard
Phone~ 9522271400
Fax: 952227 1404
Planning &
Natural Resources
Phone 952 2271130
Fax 952 2271110
Public Works
591 Pa,~x Road
Phone: 9522271300
Fax 9522271310
Senior Center
Phone:9522271125
Fax: 952 2271110
Web Site
ckanhasseq Fqnus
MEMORANDUM
TO: Todd Hoffman, Park and Recreation Director
FROM: Jerry Ruegemer, Recreation Superintendent
DATE: April 19, 2004
SUBJECT: Public Gathering Permit for the Miracle Kids Triathlon
The Miracles of Mitch Foundation is requesting approval of a Public Gathering
Permit to hold a triathlon event on Sunday, August 22, 2004, from 9:00 a.m. to
2:00 p.m. in Lake Ann Park. The triathlon is being planned to honor the
memory and spirit of Mitch Chepokas, a ten year old Chanhassen boy who
passed away after battling a terminal illness. Representatives from the
foundation presented the information to the Park & Recreation Commission on
March 23, 2004. The Commission acted unanimously to recommend that the
City Council approve the public gathering permit (see minutes included in item
la of this agenda).
Tony Schiller is one of the front line coordinators of the event. Mr. Schiller
met with staff, including Paul Oehme, City Engineer/Public Works Director;
Mike Wegler, Street Superintendent; Sgt. Jim Olson and me to discuss many
facets of the event. It was determined that the only way to provide a safe
environment for the participants is to close Lake Ann Park from 9 a.m. to
11 a.m. After 11 a.m., the park would be opened to the general public.
The following is a chronological list of events:
Swimming: Swimming will be the first event, starting at approximately
9:00 a.m. The children will swim exclusively in the buoyed area of the
swimming beach. After exiting the water they will run to their waiting
bikes in the boat launch parking lot.
Biking: The kids will bike out of the park on Lake Ann Park Drive (the
main road). This road will be divided into two with cones from the boat
launch parking lot to the entrance of Lake Ann Park on West 78th Street.
The children will continue biking west on West 78th Street through the
Audubon intersection to just east of the Kwik Trip convenience store. The
children will turn around and continue east on the same route and will re-
enter Lake Ann Park. To provide a safe route for the bikers, West 78th
Street will need to be temporarily closed from west of the entrance to Lake
Ann Park to Prairie Flower Boulevard. The temporary closure would only
The City of Chanhassen o A growing community with clean lakes quality schools, a char~ log do~,'vntown ihriw g t)osinesses winding trails arxJ beautibi parks A great plasa to !i',~e work and play
Todd Hoffman, Park and Recreation Director
April 19, 2004
Page 2
be from approximately 9:00 a.m. to no later than 11:00 a.m. The road
closure affects a number of residential property owners. The race
coordinator will notify Mr. Mike Gorra of the event and will work out the
logistics if he needs to enter/exit his property during the race.
The other affected residential area is the Walnut Grove neighborhood. The
Carver County Sheriff's Department has identified areas of the course that
need to be staffed with either a deputy or a reserve officer. Sgt. Olson
attended the meeting and feels this route is acceptable provided that these
areas are secured. Residents of this development will be allowed to exit
out of their neighborhood from Prairie Flower Boulevard to West 78th
Street heading west to Galpin Boulevard. They may also exit directly onto
Galpin Boulevard from their neighborhood.
Once the bikers are back in the park, they will continue to the boat launch
parking lot to complete the biking portion of the event.
· Running: Following the biking, participants will run on the trail from
Lake Ann Park to Greenwood Shores Park, turn around, and run back.
Food and Entertainment: After the race is complete, race organizers
would like to have a ceremony, serve food, and provide entertainment.
This component of the event will begin at approximately 11 a.m. and take
place in the Lakeside, Parkview, and Pavilion picnic areas.
The triathlon committee originally wanted to host the event from 11:00 a.m. to
4:00 p.m. I am recommending that the race begin at 9:00 a.m. Having the race
earlier will minimize the impact on the park and the impact on other people
using the park. The race would be completed by 10:30 a.m. or 11:00 a.m., and
would have little or no impact on our normal beach traffic.
Besides the event description, the following conditions must be met for
approval:
1. Reserve the picnic facilities at current 2004 Resident Rates:
Pavilion: $110 - 25% (discount non-profit) $82.50
Parkview: $ 50 - 25% (discount non-profit) 37.50
Lakeside $ 50 - 25% (discount non-profit) 37.50
Total
$157.50
2. Must provide a safe race course with safety cones throughout Lake Ann
Park Drive to separate vehicle and participant traffic.
Todd Hoffman, Park and Recreation Director
April 19, 2004
Page 3
o
The necessary road closure signage for the course must be obtained
through a company such as United Rentals, and a sign plan must be
approved by the City and Carver County.
4. Gopher State One Call must be notified to locate utilities at least
48 hours prior to erecting any tents or driving stakes into the ground.
5. If additional restrooms are needed, the fee of $85/unit for regular
restrooms and $126/unit for handicapped restrooms will be assessed.
6. A plan detailing how the parking lots will be used during the event and
the traffic flow must be submitted.
If seasonal park maintenance workers are needed for garbage pick up or
cleaning either before and after the event, a fee of $12/hour per
employee will be assessed, with a two employee minimum.
8. Additional refuse containers and/or dumpsters can be provided at
market rate, which will be determined at the time the order is placed.
°
The Miracles of Mitch Foundation must provide a $1 million
Comprehensive General Liability insurance policy naming the City of
Chanhassen, Carver County, and the Minnetonka Public Schools
Community Education and Services as an additional insured for the
event.
RECOMMENDED ACTION
It is recommended that the City Council approve the Miracle Kids Triathlon
for Sunday, August 22, 2004 with the conditions listed above.
ACTION REQUIRED
Approval of this event requires a simple majority vote of those City Council
members present.
g:\park\j errykMiracleKidsTriathlon
Memo
To:
From:
Date:
Re:
Todd Gerhardt
Sergeant Jim Olson
April 19, 2004
Miraclekids Triathlon
These are my comments on the triathlon:
The closure of West 78th St. is very important from a safety standpoint. It would only
have a direct impact on one person along that section and that would be Mike Gorra.
I think that proper signage will be very important to notify people about the closure
prior to vehicles turning onto West 78th Off of Powers. Paul Oehme and I should
have final say over the number of barricades, style of barricades, and wording for the
closure of West 78th.
Todd Hoffman has advised me that there will not be any traffic allowed (except
emergency traffic) into or out of the park while the bicycle portion of the race is going
on. He is also going to recommend that the park be closed to the general public
while the triathlon is going.
There needs to be a volunteer for each parking lot access point to make sure that
somebody does not leave early. The road through Lake Ann is fairly long and has
several access points for parking lots. There needs to be good communication and
coordination (walkie talkies) for race volunteers.
I recommend that there be two paid licensed officers to cover the intersection at the
entrance to Lake Ann and at Prairie Flower. I would also recommend the CSO'S
both work that day. I will also try to get Sheriff Reserves and Posse members to help
with the function.
· Page 1
There should be medical people on scene and an ambulance dedicated to Lake Ann
for the race.
If you have any questions or need further clarification please contact me.
cc: memo book
· Page 2
MiracleKids Triathion
Ever¢: OveFvie,2¢
What: A one-of-a-kind, 'lst Annual Kids (Ages 7-14) Triathlon Fund Raiser
Benefitinq: Miracles of Mitch Foundation - www. miraclesofmitchfoundation.org
Where: Lake Ann Park in Chanhassen, Minnesota
Date: 11 AM - 4 PM, Sunday, August 22.2004
Purpose and,Mission: Fulfilling the wishes of M, itchell Chepokas, a miracle kid who is gone but still very much with us in
spirit, the Miracles of Mitch Foundation was formed in order to provide financial support to families dealing with the worst
possible event: the critical illness of a child. The motto of the MiracleKids Triathlon is Kids Racing for Kids th'ho Can't. The
event will serve as a foundation fund-raiser while promoting a summer fitness program culminatin9 with ~ids padicipating
in a swim-bike-run, kids-only triathlon.
pre,.sentation and Staging: Mitch's favorite color was Orange. The entire park will be emblazoned in bold orange, with an
unforgettable finish line, huge cheerin9 crowds and OrangeFest - the celebration picnic-party with 9ames~ pictures, music
and fun.
Triathlon Coordinators: foundation volunteers led by triathlon expert and 5-time World Champion, Tony Schiller.
Entrance. Requirements: kids who raise pledges of S50 or more will gain entry into the race and receive the MiracleKids
Triathlon Training and Race Guide. ']-his fun and easy to follow body-mind shape-up plan will help kids 9el fit and ready for
the big day.
All Inclusive Event: Mitch had a big heart for all kids and would want the MiracleKids Triathlon to reach out to kids
from all backgrounds. For that reason, we have created a Sponsor-a.-Kid Scholarship Program to eliminate the
physical and fir~ancial barriers that could prevent some kids from participating.
Sponsor-a-Kid Scholarships: Donor contributions will make it possible [o invite several underprivileged,
physically challenged, and ill children to race (those with special needs will get to race in tandem support with
experienced triathletes so they too can finish). By partnering with organizations serving these groups, we will
invite kids to race. There wili be a scholarship contest where kids submit wr:itten essays and/or their very own
artwork depicting why they'd like to race in the MiracleKids Triathlon. Chosen kids will receive free entry, the
MiracleKids Triathion Training and Race Guide, all the equipment they'll need (including a bike they get to
keep), and even transportation to and from the race. It will be an unforgettable day of Miracles.
Spirit of Play - Not Competition: In the spirit of Mitch, even/kid will wear the Number 1 and all finishers
will "break the tape" to earn their MiracleKids Champions Medal. There will be no official timing or record
keeping.
!'rom: 'l'ony Schiller', co-director, 6580 Troendle Circle, Chanhassen, 952.-474-3278
Sttb. ie, ct: Request fbr City Approval for use of Lake Ann Park as host site k~r the t~
Annual, MiracleKids 'I'riathkm on Sunday, August 22, 2004.
This will be the perfect use of Chanhassen's signature park, as hundreds of kids ages 7-t4
will be positively tot'ned on to the joy of healthy physical activity and being involved in
community service. 'l'he MiracleKids Triathlon (swim. bike, nm) is a one-of-a-kind kids-.
only event that will bring great publicity and awareness to the city of Chanhassen while
facilitating the on-going work of an important non-profit charit>, thc Miracles of Mirth
Foundation, based in Chanhassen.
\¥hat is being res. tt:Lc:5.t.~? Atier 2004, our vision is to have ihe MiraclcKids Triathlon
grow into a fbature even! that the City of Chanhassen will wanf to t'hlly support in a
sponsor/partner city role. For our first race in 2004. we simply request your
~roval of the Park tbr our race venue so that w.e can bring the ¢~ent to life.
.~_)_at: g_iL-,_~_2_~.~59B, n_..~L~j:J:!.~g_~.[3.vLd_yezdd? ti depends. We are prepared to "go-it-alone" wilh
our large and enthusiastic, take-charge 'team of volunteers. There will be incredibly
limited road closure Isee below and map), thus minimal need fi)r sheriff and public saiL'tx
involvement. Of course, we welcome any cit.,,' employees or council members
volunteering, and alt of your kids are invited to participate in the most fun and healthy
event they'll df:} this summer.
The Perfect Vetme: 1 believe l.akc Ann Park to be among the finest ~riathlon venues
anywhere, and as a veteran of 200+ triathlons all over the world, that says akm 'I'[;e park
has it all... ,-unple parking, fantastic thcilities, beauty, sandy beech, clear water, and
private lakeshore parkland. I have had extensive discussion with city personnel to
determine the sai~'s~ course x~,ith the Ieast impact ,::m city md'ftc.
Minimizingj_nAl~act on Park ti'sers: [ have swum 3-4 limes each week tbr the lasl 17
summers in Lake Ann and have noticed that very tbw people visit the p~k on Sunday
mornings. This is especially tree in the late August ~'dog days" of summer. So we
strategically chose Sunday, Aug 22 as a da3 ti'mi will have the least impact on park users.
"t'he park will remain open to visitors who want to be included in the tim. Race 1;2mi tics
will begin leaving the park in droves near anti be~bre the noon hour.
The Course: (see map) After swimming in Lake Ann. kids will run to the bikes transition
staging area in the t~t.r NE parking loL then bike out on a coned off righl-.hamJ portion of
the right hamt lane of the main park road. They will exit the park on the W, 78rh
westbound bike trail and stay on the mill to the turnaround at Prairie Flower where they
wil! U-turn and remm on W. 78~h ~daling eastbound toward the park in the Westbound
lane until they reach the park and return to the transition zone ir} thc coned off right-bmod
portion of the right hand lane of the park road. Then kids will run on the bike trail toward
the turnaround near (~reenwood Shores Park and return o~ the t 'a~ to finish near the boa!
landing. No roadways will be used fi:~r the mn
Road Closure: In a meeting between Sergcaat Jhn ()lson~ Mike '¢/cgier, Paul Ochme.
Je~D~ Ruegemer and mysel[} it was determined that the best, satkst and least impact on
city trat~c could be made by closing W.. 78o: l~onl the Park entrance to Prairie Flower.
which will also include closing offaccess lo W. 78~ t~om thc very minimally used
Audubon Rd at J-{x~w 5 and W. 78th. East and Westbotmd iraffic will be able to enter and
exit the park on W.'78*h from Powers only. Eastbound W. 78th traffic from Gatpin Rd.
will be able to access Prairie Flower or remm to Galpin. and residents reaching W. 78th
from Prairie Flower will be directed west ~oward Gall)in.
Hours of Road Ch::)sure: W. 78~** 'Mil close at race time: 9 AM and reopen 100% as soon
as the last kids bicycle through the course at approximalely 11 AM.
Parking and Park Road Use: Nearly 100% of the park visitors lbr the race should arrive
before the race starts at 9 AM ~md will stay throughout lhe i~stiv~fies ending in the eady
afternoon. Voluntcer~4 will direct first-dh [raf[~c to thc lots all ~he way into the park first.
and fill up the lots nearest the park entrance last. During the race, traffic will be minimal,
but inbound cars will be directed to parking nearest the park entrance. Volunteers will
direct outbound park traffic to drive slowly using the middle coned off portion of the
main park road exiting slowly to Eastbom~d W. 78~. Fhis intersection will be patrolled bx~
public safety officers and additional vohmteers~
Overflow Parking:_ we should bare enough stalls within the park but witi seek appmvai
for use of the extra lot oil' 78th on the }:--
~ck property.
Voluntcers: The M iracleKids ]'riathlon has an extensi ye cctmmiit:ee of various team leads
(many whom are experienced vohmteers) each responsible fi:)r a specific aspect of thc
event as wel~ ,ts securing their team of vo[umcers, l'his is an c. xtr,n~cl~* e , x', sat:~ course
we expect to have several extra course marshals all along the course,
~v~Lim ~?o~hrs~_[:,_i~!i~.r:~;~_~i_[3~L.3:p_cl..~.~3j[;tX~ Wc ~ould lik:c 4 l,.ake Ann life guards on hand
before the race begins for safety and confidence for ail h-tvolved. But we aisc> expect to
have upwards of 1(}() hi~h school swhnmcrs (many of w'hom have their senior lilL· saving
certificate) lining and Grming the outside wall (deep side) of the swim course in order to
keel) all kids within the course al~d safe. depth of water.
Park Stagim2 and Celebration: 'l'he entire park area will be brightly colored in blaze
orange balloons, bmmers, flags, and sit:nagc. 'l'here will be a great iinish linc staging mx:i
awards celebration with live music? gmnes arid distribution of Champions Medals to A IJ.
Finishers. Picnic wifl~ catered ~tbod wilt be set-up within the Park Pavilion (which can
remain open lbr concession sales including pcdal boats and canoes.
._M~q.~..tja_:'_ We have already secured several h.)cat T\/;md Radio stations that arc commiued
filming and covering [lie event Ibr significant broadcast
Park Set-Up.' Volunteers will set-up staging lbr thc race beginning ,. aturday morning,
~ ~o road or
?acket pick-up ~d course viewing will take place on Saturdav afternoon, ~
parking lot closures will be occur on Saturda5.
'l'ear-Down and Clem~-,t I~ ¥ c l untccr learl'lS will take care of all clean-up beginning on
the course as soon as kids finish racing and in the beech and picnic area upon complction~
Warning Neighbors: We will distributing leaflets to invite ~ea neighbors to bike or walk
down to watch or xokm~eer~ so as to redt~cc atrcady small r~sk of road detours,
Hel~ From thc Cit~ofCh~mhassen: Any of thc t:bllow[ng suppo~ and/or supply items lhe
city has access to would be appreciated; either' on a ~no-charge" or "rental" basis.
Supplies:
· Barricades
Cones
° Flags/banners
Direction signs
Fables/Chairs
° Tents (lbr rain)
· I 'rash receptacles
PA System
° Communication- Radio/cell walkie-talkie
° Stage or plat~brm
Truck to move equipment
· Temporary fencing
People:
Public Safety Officers
° h;mergency Medical Techs
Ambulance
· t,il~ Guards